SalesBot: AI Sales Assistant to Boost Productivity using Microsoft Copilot Studio | Sysfore

Introduction

Today, we are excited to introduce the innovative SalesCopilot—a custom sales board developed using Microsoft Copilot Studio. This board harnesses the advanced capabilities of Microsoft Copilot Studio to streamline the process of analyzing extensive sets of sales and collection data.

Overview of SalesCopilot

The SalesCopilot has been specifically designed to assist finance, sales operations, and sales teams in processing and analyzing data from large volumes of daily and monthly transactions contained within the SAP ERP systems. With more than 3 million transactional records available for analysis, the SalesCopilot serves as a powerful tool for any organization.

How It Works

At the heart of the Copilot Studio are knowledge sources, which act as the foundation for generating relevant responses. These sources consist of data tables or documents that are meticulously configured with appropriate descriptions and synonyms, enabling the Copilot to understand the data structure effectively.

After establishing the knowledge sources, the next step involves configuring the tables to ensure the Copilot comprehends the sales data accurately. This involves setting up synonyms and providing appropriate descriptions for each column, which is crucial for delivering precise answers when users pose their queries.

Once the tables were configured, we created predefined topics—queries the Copilot can address. Topics specify users’ questions, thereby allowing the Copilot to generate structured responses based on the configured knowledge sources. To enhance user interactions, we incorporated menus and various filters that pop up when users interact with the chat interface, guiding them through different options to obtain the exact responses they are looking for.

Introduction

Copilot Studio offers various channels for deploying your chatbot. In this demonstration, we have deployed the SalesBot within Microsoft Teams.

Demonstration

Let’s see the SalesBot in action. For instance, I'll select the “Revenue Analysis” option to find out the best quarter for sales, filtering the results by region. After selecting "India" as the preferred region, the Copilot processes the data and provides a straightforward, precise response. This functionality eliminates the time-consuming task of sifting through thousands of rows of data, providing management and users with instant actionable insights.

Distinctions from Traditional Dashboards

The SalesBot is distinctly different from traditional dashboards. While dashboards often require analysis or further drilling down for information, the SalesChatBot offers immediate, concise answers to natural language queries. It is also accessible through existing web or mobile applications and integrates seamlessly within collaborative platforms like Microsoft Teams.

We have also developed a sales dashboard using Power Apps, which grants the sales team real-time access to leads, performance metrics, and sales data across all devices. This dashboard features the SalesChatBot developed in Microsoft Copilot Studio, allowing users to leverage AI-generated insights for improved decision-making and enhanced sales performance.

Interactive Chat Interface

When users click on the chat icon in the application, they are greeted with a chat interface showcasing a menu of questions the Copilot can answer. For example, if I query about the total revenue generated in Quarter 1, I can navigate through the options, select "Revenue Analysis," and click on "Total Revenue." After specifying Quarter 1, the Copilot employs generative AI to filter the sales data and returns the most relevant answer.

Conclusion

The SalesChatBot positively impacts business operations by speeding up decision-making and data analysis processes, allowing finance and sales teams to make informed decisions faster. It provides accurate insights through the application of generative AI, reducing errors and facilitating precise actionable insights. Furthermore, it supports improved strategic planning and real-time access to key sales trends, aiding better forecasting and planning.

We hope this article gives you a clear overview of how the SalesChatBot functions and its potential benefits for your organization. Sysfore is a global technology consulting company dedicated to aiding customers on their digital transformation journey and is a specialist Microsoft Gold Partner for Azure, Dynamics 365, and Power Platform.

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Keywords

• SalesCopilot
• Microsoft Copilot Studio
• Sales data
• SAP ERP systems
• Generative AI
• Revenue analysis
• Real-time insights
• Decision-making
• Strategic planning

FAQ

Q1: What is the SalesCopilot?
The SalesCopilot is a custom sales board developed using Microsoft Copilot Studio to help finance and sales teams analyze large sets of sales and collection data.

Q2: How does SalesCopilot handle data analysis?
SalesCopilot processes data from over 3 million transactional records in the SAP ERP systems to provide precise and actionable insights in real-time.

Q3: What are knowledge sources in Copilot Studio?
Knowledge sources are data tables or documents configured with descriptions and synonyms that enable the Copilot to understand the data structure for generating relevant responses.

Q4: How does the SalesBot improve user experience compared to traditional dashboards?
The SalesBot provides immediate answers to natural language queries without the need for manual analysis or additional drilling down into data, making it more efficient and user-friendly.